Giving constructive feedback is among the most dreaded responsibilities of managers, friends, parents, and teachers, but this doesn't have to be the case. By taking some time to provide feedback in a way that is as constructive as possible, a lot of anguish can be relieved from both sides of the conversation. Deliver your feedback in the best manner and best location possible for maximum results.

Steps

Method1

Creating the Right Environment

1

Give feedback regularly. Both positive and negative feedback should be regularly communicated. This prevents any potential negative feedback from surprising the person receiving it. Be sure to generally have more positive feedback than negative. Follow the concept of the ideal praise to criticism ratio; five to one in favor of positive feedback is considered ideal.[1]

2

Schedule a conference with the other person. Arrange a time with the person where you will both have ample opportunity to voice your concerns. Ensure it’s a free time where neither of you have to finish abruptly, potentially leaving a testy situation unresolved. Schedule enough time so there is room for brainstorming about ideas for improvement.

3

Deliver your feedback in person. Impersonal methods and public criticism is generally handled worse than one-on-one interactions. Delivering what could be misconstrued as bad news in person provides a more attentive atmosphere. Providing the feedback in public, or electronically, creates too many potential issues and potential miscommunication possibilities.

Deliver the feedback in a discreet setting. Create a calm atmosphere by picking out an undisturbed place to administer your advice. The choice of location is especially helpful if there is the potential for hard feelings or outbursts. Keep in mind, however, the negative feedback will likely cause the other person to be confrontational.

5

Bring a witness. Because negative feedback is uncomfortable and rarely appreciated, it may be best to have another set of eyes in the room. When delivering negative feedback in a professional setting, it is sometimes advisable to avoid mixed-gender encounters without witnesses.

Method2

Delivering the Negative Feedback

1

Get permission to critique. While some may not appreciate this approach, asking the other person if they would permit negative feedback is a great method to opening dialogue. It eases potential tension that could arise when the advice or feedback is unsolicited. Try an approach like the examples below:[3]

Would you mind if I offered some pointers?

Can I give you a little critique that might help you?

2

Ask questions that prompt self-evaluation. Before and during the feedback, ask questions that get the other person to see their mistakes or flaws without you mentioning the issue. Prompt them to find ways they could have improved, and they may just give the negative feedback to themselves. Communicate that your motivation for the review is to facilitate progress, and they’re more likely to view it as a learning opportunity.[4]

Where do you suppose things went wrong?

What could you have done to improve the outcome?

Was there a decision you could have made to help?

3

Focus on positives. When positives are more frequent than negatives, the feedback is more likely taken earnestly. Evaluate the situation to find positive things to say in addition to the negative commentary you plan to provide. Do not include feedback or comments derived from other sources. Modify your approach with one of the following suggestions:[5]

The final product was pretty good, but there was one small part that needs tweaking.

I appreciate all the time and effort you’ve put into this, but we still need to put in some more work.

You’ve done great thus far, but we still need to make a few changes to get everything perfect.

4

Determine the source of the issue. Feedback is improved when you understand the other person’s thought process. You may believe it’s better to do thing one way, but the other person may have an entirely different approach or perspective that has been successful in the past. Find out what led them to their actions or decisions.[6]

How, exactly, did you come up with the plan to put this in action?

Why did you decide to start the job in such a way?

Did you have a reference upon which you relied when making that decision?

5

Remove emotional and personal content. Keep everything as straight-laced as possible so the criticism is accepted. Remember the goal is the outcome, so focus on identifying problems and finding solutions. Remain completely objective throughout the interaction or meeting, and ensure the feedback is factually based. There may be extenuating circumstances that are hindering the other person from performing or acting in the manner they would normally.[7]

Avoid derogatory language wherever possible. This is unprofessional, and is counterproductive to obtaining the desired results.

Do not insult the person receiving the feedback. Remember, feedback is intended to modify behavior. Keep your criticism focused on actions and efforts.

Avoiding using the feedback period as a way to vent or unload stockpiled criticisms. Providing regular feedback, both positive and negative, can help to prevent building up this stockpile.[8]

Remain professional and impartial during your conversation.

Avoid comparing the person to someone who you feel is doing a better job.

6

Adjust feedback based on the other person’s level of experience. The point of the feedback is to improve future outcomes. Research has shown that as someone becomes more proficient at something, they become more accepting of criticism. Temper your negative feedback based on their likely receptiveness.[9]

To a beginner: I love your effort, but I'd like you to work on one small correction.

For an expert: The first step in your project is very substandard. It needs to be completely overhauled.

Provide examples of the person's performance you are pleased about, as well as areas in which you believe they fall short, adjusting each towards their level of experience.

Method3

Allowing Replies and Rebuttals

1

Appreciate their perspective. Once you let the other person know the problem, genuinely listen to their point of view before speaking again. Appreciate what they have to say. Honestly absorb the experiences they have and their specific situation. Let them explain the details that led up to the ensuing negative feedback. It’s possible there is a completely rational explanation for the deficiency. [10]

2

Accept feedback in return. Once you've laid out the issue and repercussions, it's possible the other person has some feedback for you. Provide an opportunity for the person to voice their side and listen without interruption. Nobody is perfect, and it’s possible you may have misinterpreted the recipient’s actions or intent. Allowing the other person to provide their feedback also makes them feel as if they are part of making the final outcome.[11]

3

Assure the person there will be an opportunity to improve. You don’t want the negative feedback to produce negative feelings or negative results. Negative feedback could potentially cause the other person to believe their friendship, job, or status is in jeopardy. Help steer their reaction by minimizing their reaction. Otherwise, they may react with drastic measures like looking for new friends or a new job.

Method4

Obtaining Positive Results from the Negative Feedback

1

Clarify the desired results of negative feedback. Provide ways that effort can be changed in relation to the project to bring about the desired result. Try to avoid focusing on the person themselves, instead focus on actions and efforts that led to the unwanted outcome. Develop the goals and explain that you will provide guidance as they work toward goal achievement.[12]

2

Compile examples of where the person has improved. After the feedback, you’ll want to see if the suggestions have been acted upon. There could also still be areas in which the other person is still lacking. Ensure the expectations are precise and measurable, so that multiple follow-ups are not necessary.

3

Schedule a follow-up meeting to discuss progress. Remain in contact as often as necessary to ensure that the person remains on a positive track toward improving their performance, and remember to praise them for their improved efforts. The feedback may be a way for you to build a stronger bond with the other person. They may just thank you for the chance to prove their abilities in the future.[13]

An effective follow-up may actually lead to improvements beyond the desired expectations.[14]